Sending Revised Quotation Email Sample is a common task in business, and knowing how to do it correctly is crucial. This guide will walk you through the process, providing helpful examples to ensure your revised quotations are clear, professional, and leave a positive impression on your clients. We’ll cover everything from explaining the changes to formally delivering the updated quote.
Understanding the Need for Revisions
Sometimes, the initial quotation you send needs adjustments. This could be due to several reasons:
- Changes in the scope of work requested by the client.
- Errors in the original quote (typos, incorrect pricing).
- Fluctuations in material costs.
It’s important to communicate these changes promptly and professionally. A well-crafted revised quotation email demonstrates your attention to detail and commitment to providing accurate information. Remember, being transparent builds trust with your clients. Consider these things before resending any email:
- Review the original quotation and identify the changes needed.
- Clearly state the reasons for the revision.
- Provide a detailed breakdown of the updated costs.
Here’s a simple table example that might be useful for showing changes:
| Original Price | Revised Price | Reason for Change |
|---|---|---|
| $500 | $600 | Additional labor hours |
| $1000 | $900 | Discount applied |
Email Example: Explaining Price Changes
Subject: Revised Quotation – [Your Company Name] – Project [Project Name]
Dear [Client Name],
Thank you for your interest in working with [Your Company Name] on the [Project Name] project. Following your feedback and a review of the project requirements, we’ve revised our initial quotation to reflect some adjustments.
Specifically, the price has changed due to [briefly explain the reason, e.g., “the inclusion of an additional service,” “a change in material costs,” or “an error in the original calculation”].
Please find the revised quotation attached. It includes a detailed breakdown of the updated costs. The total cost for the project is now [Revised Total Price].
We are confident that this revised proposal accurately reflects the scope of the project. Please review it at your convenience. If you have any questions or require further clarification, please do not hesitate to contact us.
Thank you again for considering [Your Company Name]. We look forward to the opportunity to work with you on this project.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Correcting Errors in the Original Quote
Subject: Revised Quotation – [Your Company Name] – Quotation for [Project/Service]
Dear [Client Name],
I am writing to provide you with a revised quotation for the [Project/Service] that we previously sent you. Upon further review, we identified a minor error in our original pricing.
The error was related to [Specify the error, e.g., “a miscalculation of the labor hours” or “an incorrect unit price for the materials”]. The corrected quotation is attached, reflecting the accurate figures.
We apologize for any inconvenience this may have caused. The total price of the updated quotation is [Revised Total Price].
If you have any concerns regarding the updated version, please let us know immediately. We appreciate your understanding and look forward to doing business with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Changes Due to Client Request
Subject: Revised Quotation – [Your Company Name] – Following Up on [Project Name]
Dear [Client Name],
Following up on our previous quotation for the [Project Name] and per your request for [briefly mention client’s specific request, e.g., “the addition of [feature]” or “a different scope of work”], we’ve prepared a revised quotation.
The attached quotation includes the changes requested and outlines the updated cost. The new total is [Revised Total Price], reflecting the adjustments to the project scope.
We believe this revised quote accurately meets your needs. Please examine it at your convenience. If you’re happy with the revision, please respond, and we can begin the project. We are eager to help with your project.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Changes in Material Costs
Subject: Revised Quotation – [Your Company Name] – Regarding Your Project – [Project Name]
Dear [Client Name],
We are writing to inform you about a revision to our quotation for the [Project Name] project. Due to recent changes in material costs, we have had to update our pricing.
The revised quotation is attached. You’ll notice that the new total for the project is [Revised Total Price]. This adjustment accounts for the price increase in [mention the materials affected, e.g., “steel” or “lumber”].
We remain committed to providing you with the best possible service and quality. Thank you for your understanding.
Please feel free to reach out if you have any concerns.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Email Example: Offering a Discount in the Revised Quote
Subject: Revised Quotation – [Your Company Name] – Updated Quote for Project [Project Name]
Dear [Client Name],
Thank you for your interest in the [Project Name] project. We are happy to provide you with a revised quotation.
We reviewed your initial quote request, and based on the scope and the latest information, we’re pleased to include a discount of [discount percentage]% for [briefly explain reason for discount, e.g., “bulk order” or “prompt payment”]. The total cost is now [Revised Total Price].
We are eager to begin working on the project with you and look forward to a successful collaboration.
Please view the revised quotation and let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Letter Example: Formal Revised Quotation (For a Business Letter)
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Revised Quotation – Project [Project Name]
Dear [Client Name],
Further to our previous quotation for the [Project Name] project, please find attached a revised quotation. This updated version reflects [Clearly state the reason for the revision, e.g., “changes to the project scope” or “corrections to the original pricing”].
We have adjusted the original estimate to a total of [Revised Total Price]. A detailed breakdown of the costs is included in the attached document.
We are confident that this revised quotation accurately represents the scope of work and the value we can bring to your project. We encourage you to review the attached quotation at your earliest convenience.
We value the opportunity to work with you and would be pleased to discuss the details further. Please contact us if you have any questions.
Sincerely,
[Your Name]
[Your Title]
Sending Revised Quotation Email Sample is more than just updating a price. It’s a chance to show your professionalism, attention to detail, and commitment to client satisfaction. By following the guidelines and examples provided in this guide, you can confidently send revised quotations that are clear, accurate, and build strong relationships with your clients. Always remember to be transparent about changes and offer clear explanations to maintain trust and secure business deals.